Switch to Microsoft Office 2010 begins in September

The first rollout for the City’s switch from Microsoft Office 2003 to the 2010 version begins Sept. 15 when the software is loaded onto computers in the Assessors Office, Communications, Human Resources, Intergovernmental Relations and Neighborhood and Community Relations. On Sept. 22, Health, Public Works Administration, Internal Audit, Youth Coordinating Board and the Convention Center will also see the new software.

When the new version is introduced, employees will be able to open, edit and save their 2003 Word, Excel, PowerPoint and Access files. Employees will also be able to create new files and save them as the 2003 or 2010 version, depending on who they’ll be sharing the files with.

Because the upgrade represents a significant change, the new office suite is being introduced in phases on a department-by-department basis. The goal is to have the majority of City departments using the newer version by the end of 2011.

Training options

Self-guided training

Although the City will be offering a limited number of short, instructor-led sessions on transitioning from Office 2003 to Office 2010, employees are being asked to take advantage of these self-guided, online training and reference documents:

Open labs

Open lab sessions will allow employees to view and test their existing documents, as well as use Access databases. Business Information Systems (BIS), which is directing the upgrade, urges staff who typically use complicated documents with pivot tables or macros to take the time to test their documents prior to the switch. Labs are held in the Computer Training Room 13B, Public Service Center, 250 S. 4th St. on these dates: Sept. 1, 6, 7, 9, 14, 15, 19, 22, 23, 26, 27 & 28. For details, visit http://citytalk/wcm1/groups/public/@hr/documents/webcontent/wcms1q-004573.pdf.

Classes

If these training options don’t meet your needs, employees can take advantage of free computer classes offered by the City’s Training and Development staff as well as classes offered at many Hennepin County Library branches.

The City is offering several two-hour, instructor-led Office transition classes on Sept. 12, 13, 20 and 21. For more information about the City classes, search for "Office" in HRIS-Learning Management.

The library offers training using the 2007 version of Office, which is similar in appearance to the 2010 version. For more information about library classes, visit http://www.hclib.org/pub/events/Classes.cfm

What’s different about Office 2010

Computer users will immediately see differences in Outlook, Word, Excel, PowerPoint and Access files in Office 2010.

One of the more obvious changes is that Microsoft Office 2010 eliminates the toolbars and dropdown menus used in the 2003 version. In place of the toolbar, the 2010 version uses a long, wide strip called a ribbon that shows more command options than the 2003 version. The ribbon has eight tabs that display command groups organized around a similar task (such as formatting a document, inserting items or setting up a document).

While some changes simply introduce a different approach to doing the same task, the 2010 version does do some things that the 2003 version did not. For example, the new version allows computer users to more easily save a document as a PDF. (In the 2003 version, users had to have Adobe Professional to create a PDF. In the 2010 version, a Word document can simply be saved as a PDF without any intermediate steps.)

Why the upgrade

The City is upgrading the Office Suite as part of its policy to remain current with computer services and be compatible with businesses that may be using newer versions.

Aug. 31, 2011

Published Aug. 31, 2011